fraternity/sorority life social event management policy

Fraternity/Sorority Life Social Event Management Policy – Spring 2019

Approving University Entities: Leslie Heusted, Executive Director, Campus Life; Fraternity/Sorority Life Social Event Management Advisory Board Student Co-

Chairs Responsible Office: Campus Life – Fraternity/Sorority Life

Effective date: January 2019

Next review date: May 2019

Washington University in St. Louis Fraternity/Sorority Life Social Event Management Policy Guide

Spring 2019

Implementing social events is a detailed process that necessitates the balancing of many components: event

planning, policy adherence and application, processes and procedures, mitigating power dynamics, safety

and risk management, wanting members and guests to have fun, communication with off-campus venues,

and collaboration with Washington University staff. This document outlines relevant Washington University

policies, expectations, procedures, and guidelines pertaining to Fraternity/Sorority Life (FSL) social event

planning. Parts of this policy have been developed in partnership between Campus Life and the

Fraternity/Sorority Life Social Event Management Advisory Board.

Campus Life places the following priorities on Social Event Management (SEM) implementation for fraternities and sororities:

1.) Safety: The safety of chapter members and guests is of paramount concern to Campus Life staff. Campus Life’s

expectation is that every decision chapters make in the planning, implementation, and communication of/about their events keeps this priority at the center. For Campus Life, physical and emotional safety are included in this

priority. This means events are planned with risk management practices that focus on keeping members and guests physically safe, and reaching out to appropriate on- or off-campus resources who can help in situations where safety has been compromised (e.g., EST, WUPD, 911, hired security staff, venue staff). Planning with

emotional safety in mind means considering and respecting members’ and guests’ range of identities and experiences, as well as dynamics of privilege and oppression, when choosing an event’s theme, location, and promotion.

2.) Mitigating Power Dynamics: As evident by the national and campus narrative surrounding FSL, the dynamics of FSL social events can at times promote power dynamics among those hosting and attending registered events.

It is critical for this policy to addresses and mitigate these dynamics.

3.) Continuous Policy Improvement through Empowering Council and Chapter Leadership: In order to implement policies and expectations that support our priorities and strong partnership between chapters, councils and Campus Life, we highly value open, candid and constructive dialogue between chapter and council

members, and Campus Life staff. We also seek to continuously improve our policies and practice to better

support students’ lived experiences, which consists of empowering students to give feedback that is always

considered and relied upon in the updating of this policy. The key students in ensuring a policy marked by shared-governance are our community’s council leaders and the Social Event Management Advisory Board they

oversee.

4.) Policy: The policies and expectations detailed below have been created with the above priorities of safety and

mitigating power dynamics, as well as federal, state, and local laws, in mind. For this reason, Campus Life

prioritizes chapters’ understanding and following of Fraternity/Sorority Life Social Event Management and

Housing policies, as well as the Washington University Student Code of Conduct (Housing policies available on


2

Campus Life website, campuslife.wustl.edu; Student Code of conduct available at: wustl.edu/about/compliance-policies/academic-policies/university-student-judicial-code)

The following is the Fraternity/Sorority Life Social Event Management Policy in its entirety. The policy is

divided into ten parts. Please note that parts 9 and 10 have been added to the policy this Spring 2019 semester; given their recent addition, there are not yet chapter conduct measures in place to adjudicate these expectations if not met. For this reason, Parts 9 and 10 will exist as encouraged guidance to begin

with (Note: some of the points within Parts 9 and 10 are Campus Life requirements, which are denoted in those parts in bold font).

Part 1: Types of Events Part 2: Social Event Registration Process and Locations

Part 3: Transportation

Part 4: Guest Management Part 5: Events with Alcohol Part 6: Risk Management Part 7: Medical Amnesty

Part 8: Fire & Electrical Rules Part 9: Power Dynamic Mitigation

Part 10: Out of Town Formals

Appendix A: Washington University Fraternity & Sorority Life Spring 2019 Social Chair Event Registration Agreement

https://wustl.edu/about/compliance-policies/academic-policies/university-student-judicial-code/


3

Part 1: Types of Events

The following table details the various types of social events that can be registered through Campus Life. Registration as well as all appropriate paperwork must be turned into Campus Life/submitted online via Washington University Group Organizer (WUGO) by the deadline(s) designated below. Any chapter events

that occur outside of this process are considered unregistered. An unregistered social event is any event that utilizes the sister/brotherhood’s social network or name, and has not been registered through Campus Life. Additionally, if an event is registered as one type (e.g., Mixer) and implemented as another event type (e.g.,

Invite Event), it will be treated and adjudicated as an unregistered event because the type of event that was actually implemented would not have been registered. For mixers, it is always acceptable for sororities to mix with other sororities, and fraternities with other fraternities. Additionally, sororities are always permitted to host events in on-campus reserve-able spaces

outside of the fraternity chapter facilities. For the Social Event Fire & Electrical Agreement Form (Part 8 of this policy) – one signed form is due from each chapter before the first night of registered social events for the semester, and this form will apply to each on-campus event for the semester.

Type of

Event

Event Description Event

registered

in WUGO

by:

Event

Captain/

Responsible

Contact

expectations

:

Hired

Security

(if

required,

provide

contract

via

WUGO):

Guest List (requires

names of chapter

members, guests,

denotation of over or

under 21 if event serves

alcohol. Guest name

must go by host’s):

Other required

forms:

On Campus

Invite

Event – w/

Alcohol

An event with alcohol where members of the

sponsoring chapter invite a guest(s). No more

than 3 guests per chapter member, and a guest

list can never be larger than 300 (not including

chapter members). Alcohol must be provided

through a Third Party Vendor.

11:59pm

two

Sundays prior to the

event

2 ECs; 6 RCs (1 Guest Check

in; 1 Guest

Check Out; 2 Basement/

Main Space; 1

Floater; 1 Exit Doors)

Required

Required

Third Party Vendor Contract; List of available

food/snacks and appealing non-

alcoholic

beverages; Risk Management Plan

On-

Campus

Mixer – w/

Alcohol

An event with alcohol sponsored jointly by two

organizations. Only members of sponsoring

chapters are in attendance (including new

members). Each chapter is required to register

the event. Alcohol must be provided through a

Third Party Vendor.

11:59pm two

Sundays prior to the

event

1 EC per chapter; 5 RCs

per chapter (1 Guest Check

in; 1 Guest

Check Out; 1 Basement/

Main Space; 1 Floater; 1 Exit

Doors)

Required Required as chapter roster

Third Party Vendor Contract;

List of available food/snacks and appealing non-

alcoholic beverages; Risk

Management Plan

On-

Campus

Sister/

brotherho-

A social event with alcohol where 50% or more of

the membership of the one sponsoring chapter is

in attendance (including new members). Alcohol

must be provided through a Third Party Vendor.

11:59pm

two Sundays

prior to the

event

1 EC; 2 RCs Required Required as chapter

roster

Third Party

Vendor Contract; List of available

food/snacks and

appealing non-alcoholic


4

od event –

w/ Alcohol

beverages; Risk Management Plan

On-

Campus

Invite

Event -

DRY

An event where members of the sponsoring

chapter invite a guest(s). No more than 3 guests

per chapter member, and a guest list can never

be larger than 300 (including chapter members).

11:59 pm

the Sunday preceding the event

1 EC; 6 RCs (1 Guest Check

in; 1 Guest Check Out; 2 Basement/

Main Space; 1 Floater; 1 Exit

Doors)

Required

Required

Risk Management Plan

On-

Campus

Mixer - DRY

An event sponsored jointly by two organizations.

Only members of sponsoring chapters are in

attendance (including new members). Each

chapter is required to register the event.

11:59 pm the Sunday preceding the event

1 EC per

chapter if hired security present/2 ECs per chapter if

no hired

security; 5 RCs per

chapter (1 Guest Check

in; 1 Guest Check Out; 1 Basement/

Main Space; 1

Floater; 1 Exit Doors)

Not required if chapter has done

Respons-

ible Contact

training

Required as chapter roster

Risk Management

Plan

On-

Campus

Sister/

brotherhoo

d event –

DRY

A social event on-campus where 50% or more of

the membership of the one sponsoring chapter is

in attendance (including new members).

11:59 pm the Sunday preceding

the event

1 EC; 2 RCs Not required

Not Required Risk Management Plan

Off

Campus

Event -

w/Alcohol

An event where members and/or non-members

are in attendance at an off-campus venue. Venue

must agree to and sign WUSTL Venue Agreement.

Venue serves alcohol. No more than 2 guests per

member of hosting chapter.

11:59pm

two Sundays

prior to the

event

2 ECs; 6 RCs (1

Entry/Exit Door; 2 Point

of Alcohol

Distribution; 3 Floaters)

Required

Required

Signed Venue Agreement; Venue Diagram; List of available

food/snacks and

appealing non-alcoholic beverages; Signed

Transportation contract; Confirmation of registration with Parking and

Transportation (upload to WUGO) , Risk Management Plan

Off

Campus

Event -

DRY

An event where members and/or non-members

are in attendance at an off-campus venue. Venue

must agree to and sign WUSTL Venue Agreement.

No more than 2 guests per member of hosting

chapter.

11:59pm

two Sundays

prior to the event

1 EC; 3 RCs

May be

required (consult

with Campus

Life staff)

Required

Signed Venue Agreement; Venue Diagram; Signed Transportation

contract; Confirmation of registration with Parking and


5

Transportation (upload to WUGO) , Risk Mgt. Plan

Part 2: Social Event Registration Process and Locations

Social Event and Risk Management Training + Social Calendar Scheduling

• At the start of each semester, a mandatory Social Event and Risk Management Training for all Fraternity/Sorority Social Chairs, Risk Managers, and House Managers will be held. Chapter

Presidents, select IFC/WPA Council Members and Event Captains will receive this training as well. Pending the completion of this training, Social Chairs will be able to submit their preferences for dates for registered social events. The IFC/WPA Vice Presidents of Programming shall review these

requests and create a calendar of social events for the semester.

• Chapters who fail to attend the Social Event and Risk Management Training will not be permitted to schedule or register social events.

• Events on the Social Event Calendar must always be formally registered in order for them to occur.

• Social events may only occur on Thursday, Friday, and Saturday nights. No event is ever permitted to last past 1:30am.

• There may be no more than three (3) on-campus and three (3) off-campus events on any night the

social events are permitted

o Note: Starting March 23, 2019 the FSL community will be piloting an increase in the number of on-campus events from 3 to 4 per night on select nights Thursday-Saturday.

• If at any point a fraternity or sorority would like to add an event and/or change the date of a

previously scheduled event after the Social Event Calendar has been created, they must submit the proposed change to the Assistant Director for Fraternity/Sorority Life. This proposed change should occur at least one week prior to the event registration deadline.

• A fraternity or sorority wanting to cancel a registered event should notify the Assistant Director for Fraternity/Sorority Life prior to the registration deadline.

Registering Events

• Please see Appendix A of this policy for the Washington University Fraternity & Sorority Life Spring 2019

Social Chair Event Registration Agreement. This agreement provides full details on event registration

deadlines and what occurs if those deadlines are not met.

• All Social Events hosted by a fraternity or sorority must be submitted through Event Builder on WUGO. The designated chapter event planner should log in to wugo.wustl.edu, select their

organization’s WUGO page (this will be labeled as “Inter/national Chapter Name – Campus Designation”), select “Events”, then “+ Create Event”.

o Only officers within the organization who have been granted permission to create events will be able to create events and submit events for approval. To give permission, an

administrator for the organization’s WUGO page will need to grant permission to the necessary officers. Information on how to manage a WUGO roster is available via the welcome page of wugo.wustl.edu.

o All events will require a risk management plan to be included in the submission of the WUGO

form

http://www.portfolio.wustl.edu/





6

o The WUGO form also allows you to attach all required forms detailed in the above “Types of Events” section

o On WUGO, every event must be titled in the following format: EVENT DATE AS MO-DAY-YR /

EVENT TYPE / CHAPTER(S)INVOLVED (e.g., 02-17-19 / Mixer / Tri Delt & FIJI)

• All events involving alcohol must be completely registered at least two Sundays prior to the event by 11:59pm. All supporting documents, including copies of any contracts and bus registration, must be submitted via email (if not included in the WUGO registration) no later than 48 hours before the event for events on Thursdays and Fridays and no later than Thursday at noon for Saturday events.

o Any event that has not been registered by the appropriate registration deadline may result in immediate cancellation of event. Additionally, any event held without registration will be considered unregistered and result in disciplinary action.

• If the event is being co-sponsored by two organizations, both organizations must complete the WUGO Event Builder Form. Each organization should list the co-sponsoring organization when

submitting the event registration.

o The sponsoring organization must be in good standing with Campus Life and their respective governing council (if applicable) at the time of the registration submission.

• Important Event Registration Dates:

o Social events may not happen until IFC recruitment has concluded (January 31, 2019 is the first night registered events can begin)

o Social events may only be registered Thursday-Saturday of a given week ▪ On the last weekend of the semester, Sunday is also available to schedule an event

on

o No social events may occur on the following dates during the Spring 2019 Semester:

▪ Spring Break – March 14-16, 2019 ▪ Relay for Life – April 6, 2019 ▪ Thurtene – April 11-13, 2019

▪ WILD – April 26, 2019

Possible Event Locations

• Chapter facility: A chapter may host an event at their chapter facility given that all registration procedures have been followed and that they adhere to University policies. Chapters should also

refer and adhere to their respective national headquarters’ policies.

• On-Campus Reserved Space: A chapter may host a social event on campus in a reserved space.

Sponsoring organizations are responsible for reserving the space prior to submitting their WUGO

Event Builder Form. WUGO Event Builder is an independent system from the on-campus space reservation system. It is the responsibility of the sponsoring organization(s) to be knowledgeable of the restrictions and regulations of their reserved space as additional rules may apply. Below is the

web address to make reservations in spaces through Event Service and Residential Life. Space

Reservations can be made through https://reserveaspace.wustl.edu/ .

Note the following noise expectations for all on-campus events:

https://reserveaspace.wustl.edu/


7

o According to University policy, all outdoor amplification must be turned off by 12:00am midnight on Friday and Saturday, and 10:00pm on Sunday through Thursday. Any outdoor amplification must

first be approved by Campus Life staff.

o Music may remain on inside until 1:15am or fifteen minutes prior to the event’s scheduled ending time.

o As a general rule, WUPD Officers will respond to complaints of amplified sounds. It will be at the responding officer’s discretion to determine if the amplified sounds are causing a disturbance to the surrounding area, and they may take action. The police officer responding to a first complaint of disturbing amplified sound should explain to the individuals or organization responsible for the sound

of the nature of the complaint and advise them to reduce the amplification or turn it off, and then issue them a verbal warning. If there are subsequent complaints, or if the person/group refuse(s) to cooperate, officers shall direct the amplified sound to be turned off immediately, complete a report,

and forward the report to the Assistant Director for Fraternity/Sorority Life.

• Off-Campus Events: Organizations may choose to host events at a venue off campus. Campus Life is

committed to ensuring the safety and security of events on and off campus. Therefore, if an organization is planning a local off-campus event, they must be held at venues that have signed and agreed to the terms of the Venue Agreement. The signed agreement for that event is required to be uploaded as part of the registration process, even if a chapter has hosted an event at that venue in

the past.

• Out of Town Events: If an organization is planning an event out of town, such as a formal, event registration must be completed no less than 14 days prior to the event so that a representative from Campus Life can work with the group ensure the safest event possible. Campus Life’s travel policy

must be followed for all out of town events.

NOTE: IFC Fraternities that have a non-University owned off-campus chapter house are prohibited from hosting registered, or unregistered, social events in their chapter house. Like all chapters without University housing, these fraternities may host registered events at approved off-campus

venues or in approved on-campus spaces.

Event Packet and Evaluation

• For all events with hired security, Campus Life staff will prepare an event packet for the security company. This packet will include:

o A printed copy of the approved WUGO Event Builder plan

o Wristbands – both with one color for those who are 21 years or older and wristbands with another color for attendees who are under 21

o Membership roster of each sponsoring organization

o Guest List o Post-event evaluation form for hired security company o Copy of Fraternity/Sorority Life Social Event Policies

• The event packet will be left at the WUPD station on the South 40 for pick up by a member of the

security staff hired for the event.

• At the end of the event, the completed post-event evaluation form and extra wristbands will be placed back in the packet and returned to WUPD by a representative of the security company.


8

Part 3: Transportation Sponsoring organizations hosting an event off-campus are responsible for providing bus transportation. The following expectations regarding transportation apply for all off-campus events:

• Chapters must complete the following two-step process to reserve transportation: o Contract transportation with a bus company (i.e., Student First, UShuttle). A copy of the

contract with the transportation company must be attached to the WUGO Event Registration form.

o Register the transportation through WashU’s Parking and Transportation Office via the

following form: https://parking.wustl.edu/services/charter-buses/charter-bus-registration-form/. A screen shot of the completed registration must be attached to the WUGO Event

Registration form.

• Organizations must provide at least one (1) bus per 100 people attending the event.

• It is expected that attendees use the provided transportation both to and from events, regardless of whether or not the event will have alcohol.

• Loading and unloading of busses must occur from Simon Lot, Alumni Lot, or Steinberg Circle (at

Steinberg Hall near Skinker Blvd). o Buses are not permitted to pick up/drop off in residential neighborhoods or any other parking

lots on- or off-campus.

• For events with alcohol, each bus must have an Event Captain or Responsible Contact and Hired

Security Guard on board during travel to and from the venue. At the discretion of University and/or Campus Life staff, additional Security Guards may be required to monitor boarding and unloading.

• Event Captains and Responsible Contacts must meet with Hired Security at least 30 minutes prior to

boarding to review responsibilities and expectations for each group. These expectations can be found within this policy document. Boarding may not begin until this security briefing takes place.

• Event Captains and Responsible Contacts are responsible for monitoring the boarding, transportation, and unloading of buses.

o Security Guards, Event Captains and Responsible Contacts may prohibit individuals who are visibly intoxicated from boarding buses.

Failure to follow these guidelines may result in cancellation of the bus reservation, and/or future limitations on bus requests. In the occurrence of a cancellation or a failure to follow these guidelines, the sponsoring chapter will be solely responsible for the forfeiture of any deposits or payments made to the bus company.

Part 4: Guest Management

The following expectations apply to attendees of on-campus and off-campus Registered Social Events hosted by a fraternity or sorority.

• Types of Attendees/Guests:

o Chapter Member: Member of the fraternity and/or sorority hosting the event

o WashU Student: Any WashU student outside of the host chapter providing a current WUSTL

ID

https://parking.wustl.edu/services/charter-buses/charter-bus-registration-form/

https://parking.wustl.edu/services/charter-buses/charter-bus-registration-form/


9

o Non-WashU Guest: A non-WashU student who is 18 years or older, is accompanied by a member, and is NOT a “PF” (see below)

o “PF”: A prospective freshman visiting WashU identifiable by the WU temporary ID they

would show. PF’s are not permitted to attend ANY events with alcohol even if they are being “hosted” by a WashU student or chapter member.

• Guest lists: o May never exceed 300 non-chapter members, and 1 person may not have more than 3 guests

for an invite event – so based on chapter size, not all chapters could even reach a guest list of

300 o There may never be more than 150 people in a chapter facility, or other on-campus

location, at a time (this number includes hosting chapter members). Even if the guest list

is over 150, there still may never be more than 150 guests present at any given time. o For off-campus events, the sponsoring chapter is expected to communicate with the off-

campus venue to know the venue’s maximum capacity of attendees for the allotted space.

The number of attendees for the event, including the host chapter’s members, should never exceed the maximum capacity number of the venue.

o All events requiring a guest list should have the list submitted to the Graduate Assistant for

Fraternity/Sorority Life at least 48 hours before the event no later than Thursday at noon

during the week of the event.

o Guests list must be utilized to track attendance at each registered event and must be returned

to Campus Life after each event. ▪ If there is an event packet, a printed guest list will be provided by Campus Life in the

packet. At the conclusion of the event, the marked guest list should be given to the hired security to put back in the event packet before it is returned.

▪ If there is not an event packet, the guest list should be either:

• Scanned or photographed and emailed to the Graduate Assistant for Fraternity/Sorority Life by 12pm the next business day (Friday for Thursday

events; Monday for Friday/Saturday events)

• Handed in under the office door of the Assistant Director for Fraternity/Sorority Life (DUC suite 271A) by 12pm the next business day

following the event (Friday for Thursday events; Monday for Friday/Saturday

events)

• Guests:

o Guests may NEVER bring alcohol into an event.

o All guests must be accompanied by a chapter member.

o One non-WashU guest per sponsoring chapter member is allowed at Invite events only. A non-

WashU student guest, and their host, must sign the Guest Liability Waiver and return it to the Assistant Director for Fraternity/Sorority Life at least 24 hours prior to the event. The Guest Liability Waiver is available at: https://campuslife.wustl.edu/group/campus-policies/

o At events where guests are invited, sponsoring chapter members are responsible for the conduct of their guests.

o Non-WashU guests must enter the event with their chapter member host.

https://campuslife.wustl.edu/group/campus-policies/


10

o Any guest’s misconduct could lead to referral to the Office of Student Conduct and Community Standards for the student, and the guest could be subject to prosecution off

campus.

• Identification o Carding for proof of legal age must occur at the main entrance for events with alcohol. Fake

identification will be confiscated, and the student risks a referral to the Office of Student Conduct and Community Standards and/or off-campus authorities and fines up to $500.

o A security guard will be responsible for carding for proof of legal age, and affixing wristbands.

For off-campus events with alcohol, venue staff may also card for proof of legal age. o At events without alcohol, the Responsible Contact checking in guests at the door MUST verify

the guest’s identity by checking the guest list, making sure the name the guest is giving from

the list matches with the name on that card, and that the person whose photo is on the card is the person giving the ID.

Part 5: Events with Alcohol

This part of the Social Event Management policy is adopted for Fraternity/Sorority Life registered social events

with alcohol hosted by recognized fraternities and sororities. It is the responsibility of all chapters to ensure

their members are also following their chapter’s inter/national policies, Fraternal Information and

Programming Group’s (FIPG) guidance (fipg.org), and Third Party Vendor regulations at all times during

events. The following regulations will be in place for any and all Third Party Vendor events. Additionally, these

expectations, along with Campus Life’s Venue Agreement for venues hosting student events with alcohol,

apply to all off-campus events with alcohol.

Section 1: ABIDING BY THE LAW AND INTER/NATIONAL ORGANIZATION POLICIES

A. Illegal possession, consumption, or distribution of alcohol will not be permitted i. All federal, state and local laws apply. Underage drinking is against federal and state laws.

ii. Individuals are responsible for and expected to follow all federal, state, and local laws, as well

as campus and inter/national chapter policies. Section 2: PERMITTED ALCOHOL USAGE

A. During a Third Party Vendor event, the vendor is permitted to serve the following types of alcohol to

individuals of legal drinking age:

i. Beer and wine are permitted a. Beer must be no higher than 5% ABV and served in containers no larger than 12

ounces

b. Wine must be no higher than 12% ABV and served in containers no larger than 8 ounces

ii. Hard alcohol, including but not limited to, grain alcohol, punches and mixed drinks are not

permitted at events


11

a. Chapters must prevent and monitor hard alcohol from being served at events. If a chapter is found in violation of having hard alcohol at an event, governing FSL

councils would be notified and chapters would be encouraged to not have social

events with the organization found responsible for the hard alcohol violation. b. In addition to hard alcohol, the drugging of any beverage or food item is intolerable

and will be addressed with severe consequences should a chapter be found responsible of this type of infraction.

iii. Glass bottles are not permitted on campus and are discouraged at off-campus venues B. At no time should any chapter purchase, transport, or distribute alcoholic beverages. These guidelines

are in accordance with Campus Life’s Social Event Management Policy, each chapter’s inter/national policies, and the expectations of the Fraternal Information and Programming Group’s (FIPG) guidance. Chapters may not organize to provide alcohol for each of their members to bring in

individually. C. The use of common containers, such as kegs*, party balls, large containers of drinks, beer tubs, and

trash cans of beer is strictly prohibited, as are handles, squeeze bottles, water bottles, beer bongs,

and pitchers. Guests should not bring in any sort of liquid container. i. *A Third Party Vendor may serve from a keg

D. Shots, drinking games, or other activities that encourage high risk drinking behaviors are prohibited

E. Attendees may not share the alcohol they purchase with other guests or chapter members.

Section 3: ID AND EVENT CHECK-IN PROCEDURES

A. Upon arriving at the registered on- or off-campus social event with alcohol, guests’ identification will

be checked by hired security staff member(s); venue staff may check IDs at off-campus events.

Required identification consists of a Washington University identification card and a valid driver’s

license or state/federal issued identification card. Only guests who are 21 years of age and over will be

permitted to purchase and consume alcohol from the Third Party Vendor at the event. Identification

card information must match guest list information, particularly over or under 21 information. Guests

under 18 years of age, or prospective first-year students, regardless of their age, are not permitted at

events where alcohol is present.

B. The line to enter the event should be in a well-lit area and well-organized by the sponsoring chapter’s Event Captain/Responsible Contacts

C. Individuals either under the age of 21 or 21 and over but not planning to purchase and consume

alcohol from the Third Party Vendor will receive a wristband of a different color from those 21 and over who are planning to purchase and consume alcohol from the Third Party Vendor. Wristbands must be placed on the right wrist by hired security staff member(s), or venue staff if event is off

campus.

D. For on-campus events, all members and guests whose IDs are checked and are 21-years of age or older and planning to purchase and consume alcohol from the Third Party Vendor, receive a wristband different in color from those not drinking.

Section 4: BAR PROCEDURES

A. Distribution of alcohol is only permitted only through a Third Party Vendor with a valid liquor license. For on-campus events with alcohol, the Third Party Vendor must have an approved Certificate of


12

Insurance on file with Washington University. Appropriately credentialed third party server(s) must always be present – no chapter member or guest may serve alcohol; alcohol cannot be left

unattended.

B. One central point of distribution must be designated to allow for proper identification. No other location, especially chapter members’ rooms (for on-campus events), can be used for the distribution

of alcohol C. The Event Captain(s), Responsible Contacts and hired security staff are responsible for ensuring

alcohol does not leave the event. D. The selling of alcohol may not be a fundraiser for the sponsoring group. Bar nights on behalf of a

group or as a fundraising effort are prohibited. E. For on-campus events, the chapter member or guest must purchase the drink with their own personal

funds. The licensed bartender only serves alcoholic beverages to members or guests who have

wristbands indicating they are 21 years of age or older. Once the licensed bartender has determined that the member or guest is of legal drinking age, then the bartender takes the tab from their

wristband in exchange for the drink. Lost tabs are the responsibility of the member or guest.

F. Bartenders may not distribute more than one drink at a time. G. Bartenders must not distribute alcohol to anyone under the legal drinking age. H. Bartenders must not have consumed any alcohol or other impairing substances.

I. Bartenders must not serve anyone who is intoxicated, or impaired by other substances.

Section 5: FOCUS AND PUBLICITY

A. Alcohol may not be the main focus of any event. Alcohol may not be mentioned on publicity for the event.

B. The event should be in compliance with all inter/national organizational policies. Events open to the

general public and/or advertised off campus are not permitted to include alcohol as part of their

event.

Section 6: ADDITIONAL REQUIREMENTS

A. For mixers, whenever the inter/national bylaws of the co-sponsoring chapters permit it, both

chapters should contribute equally to the cost of the hired security and Third Party Vendor service.

B. For on-campus events, alcohol may only be distributed and consumed in common spaces. It may never be distributed or consumed in living quarters.

i. Chapter members living in the house who have alcohol in their rooms should lock their rooms, or if chosen to be left open, should opt to take their alcohol to a room that will remain locked.

Additionally, provided funds, chapters should buy a trunk/storage container in which chapter

member’s alcohol would be locked away during an event. C. Alcohol is prohibited at all recruitment and new member events. D. The host chapter(s) must have food and equally-attractive non-alcoholic beverages that will be

presented in one visible and easily accessible location. i. Food and non-alcoholic beverages must be present in quantities to allow all attendees

choosing to drink to do so responsibly. Breads, meats, cheeses, vegetables, cookies, subs,

pizzas, brownies, fruits, and dips are considered appropriate foods. Chapters should avoid salty foods, as these types of foods often encourage higher levels of beverage consumption.


13

ii. For example, one method of providing adequate drinks is to provide enough cups for all guests and provide access to the soda machine (if applicable).

E. Alcohol distribution must cease at least 30 minutes prior to the end of the event.

F. No alcohol may be consumed outside the event’s physical boundaries. G. If a member or guest becomes ill or sick, whether alcohol related or not, the chapter should take all

reasonable efforts to provide help and to call EST for assistance (314-935-5555) on-campus; and 911 off-campus.

Section 7: INTER/NATIONAL ORGANIZATION EXPECTATIONS

Campus Life’s FSL Social Event Management policy is separate from but complements the policies of each individual inter/national fraternity and sorority recognized by Washington University in St. Louis. These

organizations also set forth standards governing the conduct of their chapters and their individual members. All members of the WUSTL fraternity and sorority community are expected to abide by the Campus Life FSL

Social Event Management policy and the alcohol policy of their individual organization, or any organization of

whom they may be a guest, as well as all federal, state, and local civil and criminal laws, regulations and ordinances. If a University policy expectation is more stringent than an inter/national organization policy expectation, the University provisions shall apply; if a inter/national organization policy expectation is more

stringent than the University’s policy, the chapter is still expected to follow its inter/national organization’s expectations.

The following table outlines the inter/national office expectations of Washington University recognized IFC

Fraternities and WPA Sororities:

Chapter Third Party Vendor

allowed?

Additional Guidance

Alpha Delta Phi Yes

Alpha Epsilon Phi Yes

Alpha Epsilon Pi Yes

Alpha Omicron Pi Yes

Alpha Phi Yes

Beta Theta Pi Yes Chapter may host up to 6 events with alcohol in their house

during a calendar year. However, these events must be planned with alumni or advisors. The chapter cannot host an event with alcohol in the house without this

alumni/advisor collaboration.

Chi Omega Yes

Delta Gamma Yes Person serving alcohol must be a non-member age 25+ for

BYOB; chapter must submit BYOB waiver to HQ confirming that campus policy allows BYOB

Gamma Phi Beta Yes Chapters may not attend co-sponsored events in a men’s

fraternity facility unless the event is alcohol free or the chapter has received a BYOB Event Location Waiver to

attend pursuant to the BYOB provisions of the Gamma Phi

Beta Alcohol Guidelines. A BYOB Event Location Waiver may


14

be granted for an academic year and may be renewed annually

Kappa Delta Yes No alcohol at events in fraternity houses

Kappa Kappa Gamma Yes

Kappa Sigma Yes

Pi Beta Phi Yes

Sigma Alpha Epsilon Yes

Sigma Chi Yes

Sigma Nu Yes

Sigma Phi Epsilon Yes (must be out of house)

No alcohol is allowed in fraternity chapter house

Tau Kappa Epsilon Yes No hard alcohol allowed in fraternity chapter house by national office

Theta Xi Yes

Zeta Beta Tau Yes

Part 6: Risk Management

Section 1: Event Captains and Responsible Contacts

Event Captains are designated chapter members for each registered event that provide leadership for that

event’s Responsible Contact team and risk management practices; Event Captains and Responsible Contacts must be sober for the entire registered event. The Event Captain adds a level of accountability

and leadership to the chapter’s team of Responsible Contacts helping to implement and manage risk at an event. Operating under the leadership of the Event Captain(s), Responsible Contacts are chapter members who monitor risk management during registered events, ensure policies are being followed, and intervene to

assist in situations where members or guests are in need of support, including calling EST or 911. Event Captains and Responsible Contacts must call EST or 911 if directed to do so by a hired security staff member. When unwanted touching, aggressive behavior, or sexual harassment is observed by an Event

Captain or Responsible Contact, they should enact one of the “3Ds” of bystander intervention, if they feel safe doing so:

1. Direct: This approach just means you are directly interacting with the people involved in the

situation and addressing that you are concerned. It may be a confrontation “Hey – what are you doing?”, or it may just be checking in with a friend “Are you OK?”. Direct can be checking in with the person doing the harmful behavior or the person whose safety you’re concerned for.

2. Distract: This approach’s focus is diversion. If you see a situation and can think of a way to divert the

attention of the people in the situation, distract is a good option. Sometimes all a situation needs in order to diffuse is a diversion.

3. Delegate: When you recognize a harmful situation and you may be uncomfortable saying something

yourself or you feel like someone else is better suited to handle it (i.e., a friend, police, bartender, security guard), delegate is a good option. Here you are asking someone else to help in the situation.

This approach also makes someone else aware of what is going on and that something needs to be

done.


15

Event Captains should be selected based off of their knowledge of chapter members (through either a selection by the chapter’s leadership or through a chapter vote). A minimum of 7 members of the chapter

must be trained to be event captains. There is no maximum on how many members can be trained to be event

captains, as long as they go through the proper training. All Event Captains must complete a comprehensive training program through Campus Life. Event Captains can be executive board members or general members;

new/uninitiated members may not be Event Captains OR Responsible Contacts. As detailed in this policy, the number of required Event Captains and Responsible Contacts will vary by event type.

Each week, Event Captains and Responsible Contacts will receive an email from Campus Life staff reminding

them of their upcoming registered social event and responsibilities as an Event Captain or Responsible

Contact. If the event is a mixer between two chapters, the Event Captains and Responsible Contacts from both organizations will be included on this email. It is expected that the Event Captains for the two chapters coordinate a meeting between themselves and all Responsible Contacts 30 minutes prior to the mixer.

The purpose of the meeting will be to make introductions, establish expectations for working together to create a safe environment, and discuss each person’s responsibilities for the event.

For each event, the Event Captain will wear a blue t-shirt with white lettering in order to be recognizable in

their leadership position.

Section 2: Hired Security

Event packets will be utilized only when hired security is involved with the event. The security company will

pick up and drop off the event packet from the WUPD station on campus. If the event is one with alcohol, separate colored/patterned wrist bands for attendees over and under 21 years of age will be in the packet and distributed, either by hired security or the off-campus venue (if off-campus, ideally the venue will be checking IDs). For on-campus events with alcohol, hired security will also oversee the distribution of tabbed wrist bands

to those who are 21 and over, and opting to drink.

All Event Captains and Responsible Contacts must meet hired security 30 minutes before event (or 30 minutes before buses leave if the event is off campus). Following the event, and prior to returning the event packet to

WUPD, hired security must complete the paper event evaluation form that comes with the event packet. By the Monday following each event with hired security, the social chair of the chapter must complete and submit the following online evaluation form: tinyurl.com/wuFSLsecurity

Section 3: Washington University Police Department

Washington University Police Department (WUPD) will play a key role in the support and monitoring of on-campus events. This will include enforcing policy at these events, at times shutting them down and reporting

the incident to Campus Life if policy is violated. WUPD will complete a CAD or formal police report to document any concerns or notable incidents at an event. WUPD will send these detailed CADs or formal police reports to Campus Life staff.

NOTE: If it should become necessary to alter or end an event for any reason (as determined by the hosting

chapter or WUPD), it is the responsibility of the Hired Security, Event Captains and Responsible Contacts to bring the event to a peaceful conclusion. All fraternity members are permitted to return to the student resident areas.

Section 4: On-Campus Risk Management Expectations

On-campus Invite Events, dry or with alcohol, are required to have hired security. On-campus Mixers with alcohol are required to have hired security. Dry on-campus Mixers are not required to have hired security if the

https://grouporganizer.wustl.edu/submitter/form/start/137286


16

chapter has completed the Responsible Contact training for that semester. If chapters who have received the Responsible Contact training are found responsible of repeated conduct violations from dry Mixers, the

expectation of having hired security at their dry Mixers may be reinstated. For all Mixers, the co-hosting

organizations’ Event Captains and Responsible Contacts are expected to work closely together on all aspects of evet implementation and monitoring.

IFC Fraternity check-in protocol for events in IFC chapter houses: In the past, when an IFC fraternity hosts an event in their house, their members have not been required to be checked in prior to entering the event. Because of this, IFC fraternity members are not as frequently monitored by Event Captains & Responsible

Contacts as guests to the house who have to “check in” to get into an event. Within the first half hour of the

event, IFC fraternity men in the hosting IFC house should be required to “check in” with their Responsible Contact. The objective of this check in is to provide the Event Captain or Responsible Contact with necessary information such as the member’s level of safety. This process would mimic the monitoring that IFC house event guests feel,

creating a better sense of community, while providing Event Captains with more information. The chapter roster should be used to check these members in.

• Event Captain expectations:

o Ensure meeting occurs with Responsible Contacts and hired security 30 minutes prior to registered event. When registered event is a mixer, this meeting should also include the Event

Captain and Responsible Contacts from the co-sponsoring chapter. o Ensure that there is only 1 point of entry and exit for the event (should be the front door if

event is in an IFC Fraternity House)

o For events where a chapter(s) has 2 Event Captains, one Event Captain from each organization involved must be stationed outside of the house to monitor the Responsible Contacts and proper guest check in and check out. This Event Captain is also required to

help check the sobriety of the member before they enter the house. The other Event Captain for that organization will be stationed inside the house, and overseeing the Responsible Contacts with inside duties.

o Oversee Responsible Contacts in and outside of the event and hold them accountable to Social Event Management policies and risk management expectations; Event Captains and

Responsible Contacts MUST be sober and present for the entire registered event

o Ensure that no hard alcohol is present

o Enact an intervention in circumstances where policy is being violated or safety is being compromised

• Examples of policy violations include: guests attending who are not on the event guest

list; hard alcohol being served or consumed; alcohol at a registered dry event; someone trying to withhold medical support from a student in need

o Support guests in feeling safe and staying connected to students they know at the event

o Ensure that the house is well lit, that bathrooms are accessible, and that water, food and other non-alcohol beverages are made available to guests

o Always call EST for chapter members or guests in need – if in doubt on whether the call should be made, Event Captains are to make the call

o Serve as the event’s primary point of contact with WUPD, Campus Life staff, and hired security. During the event, it is expected to have at least one check in with the WUPD officer assigned to Fraternity/Sorority Life social events for that day or night.


17

o Ensure that mixers or other registered social events do not turn into “open” events

• Responsible Contact expectations:

o There are 5 distinct Responsible Contact roles, which are detailed below. General

responsibilities of ALL Responsible Contacts include: attending the meeting 30 minutes prior

to the registered event with hired security, and members of the co-sponsoring organization if the event is a mixer; supporting guests in feeling safe and staying connected to students they know at the event; intervening in situations where policy is being violated or safety is being

compromised; ensure that the house is well lit, that bathrooms are accessible, and that water, food and other non-alcohol beverages are made available to guests

1. Entry/Exit Door – GUEST CHECK IN

• Work with hired security to ensure that only students on the guest list are allowed to enter (including chapter members).

o If this is a dry Mixer without hired security, the Responsible Contact

must ensure that guest lists (i.e., chapter rosters) are used correctly and followed (i.e., only people on the list are let into the event); sign in all guests who attend the event, never allow the mixer to turn into an

open event, and make sure checked off guest list is returned to

Campus Life the following business day by either: 1. Emailing the Graduate Assistant for FSL a clear and fully

legible photo of the guest list 2. Slide guest list under door of DUC 271A.

For these dry Mixers, each chapter should have their own separate

guest list being checked by a Responsible Contact in that chapter.

• Make certain that members of the hosting chapter are checked into event, and that each guest is checked in and their identification verified by checking their ID card against the guest list.

• The way the hosting chapter members and guests are to be checked in is by initialing next to their name on the guest list. This helps to ensure guest list

accuracy and is a good way to discern guests’ sobriety by asking them to sign

their initials.

• Ensure that no guest of chapter member (or chapter member) is bringing in alcohol to the event. If alcohol is found, confiscate and dispose of the alcohol, and ensure that guest does not attend the event.

o In order to increase the normality of this practice, Responsible Contacts should repeatedly mention that this is within their domain of

responsibility, and regularly check non-concerning and concerning

members as they enter events

• Ensure that the entry area is well lit, and that the line into the house/space is well organized

• Support hired security in ensuring that students in line to get into the

house/space do not enter if they are disruptive or intoxicated. If intoxicated,

ensure students get the support they need to safely leave the house/space;


18

this includes always calling EST as needed – if in doubt on whether the call

should be made, Responsible Contacts are to make the call

2. Entry/Exit Door – GUEST CHECK OUT

• If guests are not exiting the event, assist Guest Check in Responsible Contact

with any of their responsibilities as requested

• As guests are leaving event, check with them to make sure they have a way of

getting to their next destination in a way the feels comfortable for them.

• Monitor for guests’ sobriety

o If intoxicated, ensure students get the support they need to safely

leave the house/space; this includes always calling EST as needed –

if in doubt on whether the call should be made, Responsible

Contacts are to make the call

3. Basement/Primary social space

• Monitor for members and guests who are intoxicated and need support ; this

includes always calling EST as needed – if in doubt on whether the call


• Monitor for members and guests who are behaving in a disruptive or

aggressive manner, and intervene in a way that feels safe

• If a registered event with alcohol – monitor the Point of Alcohol Distribution as follows

o Monitor the integrity of the alcohol distribution process by ensuring

students are not giving drink tickets away

o Monitor for students under 21 drinking alcohol o Ensure hard alcohol is not present

o Assist hired bartender if help with the line for alcohol is requested o Under no circumstances is a student to aid in the serving of alcohol

4. Exit Door(s)

• Ensure that students are not entering or exiting registered event out of doors

other than the one designated entry/exit door (this includes basement level

doors that lead to shared areas between houses)

5. Floater

• Help the Exit Door(s) responsible contact ensure that students are not

entering or exiting registered event out of doors other than the one designated entry/exit door (this includes basement level doors that lead to shared areas

between houses)


19

• Make sure that guests are NOT being taken to areas of the house not

designated for the social event (e.g., private rooms, hallways on upper

floors)

• Monitor for members and guests who are intoxicated and need support ; this

includes always calling EST as needed – if in doubt on whether the call


• Monitor for members and guests who are behaving in a disruptive or aggressive manner, and intervene in a way that feels safe

• Hired Security expectations:

o Event with Alcohol – 3 guards

• 2 at the door to check IDs and assist with check in processes; 1 guard at the door should coordinate with the floater guard to frequently monitor the designated point of

alcohol distribution.

• Make certain that members of the hosting chapter are checked into event, and that each guest is checked in and their identification verified by checking their

ID card against the guest list.

• The way the hosting chapter members and guests are to be checked in is by

initialing next to their name on the guest list. This helps to ensure guest list

accuracy and is a good way to discern guests’ sobriety by asking them to sign their initials.

• Ensure that no guest of chapter member (or chapter member) is bringing in alcohol to the event. If alcohol is found, confiscate and dispose of the alcohol,

and ensure that guest does not attend the event.

• 1 floater to ensure only one point of entry to the house/space, one point of alcohol distribution, and assist Event Captain/Responsible Contacts with managing risk; the

floater should coordinate with one of the guards at the door to frequently monitor the designated point of alcohol distribution.

• Monitor stairs for unsafe situations and that guests are not going up to members’

rooms

o Event without Alcohol – 1 guard

• Assist with guest management at the door, and assist in regulating the expectation of

no alcohol – meaning that no one brings alcohol into the event, and that no alcohol is provided at any point during the event.

• Make certain that members of the hosting chapter are checked into event, and

that each guest is checked in and their identification verified by checking their

ID card against the guest list.


accuracy and is a good way to discern guests’ sobriety by asking them to sign

their initials.


20

• Ensure that no guest of chapter member (or chapter member) is bringing in alcohol to the event. If alcohol is found, confiscate and dispose of the alcohol,

and ensure that guest does not attend the event.

o If a hired security guard is concerned with a behavior, they should first communicate with the Event Captain to address the situation. In the event that coordinating with the Event Captain or Responsible Contacts does not stop the issue, the hired security guard should contact

WUPD, 314-935-5555.

• WUPD expectations:

o Monitor Upper and Lower Row to ensure that registered social events are the only events happening in houses. If an unregistered event is discovered, shut down immediately without warning or second chance, support safe exit of guests, and inform Campus Life staff.

o Monitor registered social events to ensure they are not becoming “open” parties. If an “open” party is discovered, shut down immediately without warning or second chance, support safe exit of guests, and inform Campus Life staff.

o If hard alcohol, community alcohol, or multi gallon distribution is discovered at a house or

social event (registered or unregistered), shut down immediately without warning or second chance, support safe exit of guests, and inform Campus Life staff.

o Check in with each registered event’s Event Captain during the course of their event to ensure

they have the support they need. Ensure that Event Captain is sober, and if not, shut down

event immediately without warning or second chance, support safe exit of guests, and inform Campus Life staff.

Section 5: Off-Campus Risk Management Expectations

• Event Captains expectations:

o Ensure meeting occurs with Responsible Contacts and hired security 30 minutes prior to buses departing. When registered event is a mixer, this meeting should also include the Event Captain and Responsible Contacts from the co-sponsoring chapter

o Oversee Responsible Contacts and hold them accountable to Social Event Management policies and risk management expectations; Event Captains and Responsible Contacts

MUST be sober and present for the entire registered event

o Ensure that no hard alcohol is present. This includes seeking support from hired security to address the venue’s bar staff if they are serving hard alcohol

o Enact an intervention in circumstances where policy is being violated or safety is being

compromised

• Examples of policy violations include: guests attending who are not on the event guest

list; hard alcohol being served or consumed; alcohol at a registered dry event; someone trying to withhold medical support from a student in need

o Support guests in feeling safe and staying connected to students they know at the event o Work with venue staff to ensure that the venue is well lit, that bathrooms are accessible, and

that water, food and other non-alcohol beverages are made available to guests

o Always enlist the assistance of hired security or call 911 for chapter members or guests in need

of support or medical attention – if in doubt on whether the call should be made, Event Captains are to make the call


21

o Serve as the event’s primary point of contact with venue staff, Campus Life Staff, and hired security

o Support hired security in monitoring for intoxicated students getting on bus to event. Work

with hired security and Responsible Contacts to ensure that intoxicated students do not attend the registered event, and receive the support they need on campus, such as calling

EST.

• Responsible Contact expectations:

o Responsible Contacts will be divided into three primary groups, which are detailed below. General responsibilities of ALL Responsible Contacts include: attending the meeting with hired security 30 minutes prior to buses departing -- members of the co-sponsoring

organization should attend this meeting if the event is a mixer; supporting guests in feeling safe and staying connected to students they know at the event; intervening in situations where policy is being violated or safety is being compromised; ensure that the venue is well lit,

that bathrooms are accessible, and that water, food and other non-alcohol beverages are made available to guests

1. Entry/Exit Door

• Support hired security or venue staff in ensuring that only students on the

guest list are allowed to enter

• Make certain that members of the hosting chapter are checked into event, and

that each guest is checked in and their identification verified by checking their ID card against the guest list.


accuracy and is a good way to discern guests’ sobriety by asking them to sign their initials.

• Ensure that no guest of chapter member (or chapter member) is bringing in

alcohol to the event. If alcohol is found, confiscate and dispose of the alcohol, and ensure that guest does not attend the event.

• Ensure that the entry area is well lit, and that the line into the venue is well

organized

• Support hired security in ensuring that students in line to get into the venue do not enter if they are disruptive or intoxicated; also monitor for students who need support who are leaving the event. If intoxicated, ensure students

get the support they need to safely leave the venue; this includes calling 911 as

needed – if in doubt on whether the call should be made, Responsible

Contacts are to make the call

2. Point of Alcohol Distribution

• Monitor the integrity of the alcohol distribution process by ensuring students are not giving drink tickets away

• Monitor for students under 21 drinking alcohol

• Ensure hard alcohol is not present

• Assist bartender if help with the line for alcohol is requested


22

• Under no circumstances is a student to aid in the serving of alcohol

3. Floater

• Ensure the students are not entering or exiting registered event out of doors other than the one designated entry door

• Monitor for members and guests who are intoxicated and need support – this

includes calling 911 – if in doubt on whether the call should be made, Responsible Contacts are to make the call

• Monitor for members and guests who are behaving in a disruptive or

aggressive manner, and intervene in a way that feels safe

• Hired Security expectations:

o Event with Alcohol:

• 2 guards at entrance to apply wristbands and check IDs if needed (ideally venue will

check IDs)

• Make certain that members of the hosting chapter are checked into event, and that each guest is checked in and their identification verified by checking their ID card against the guest list.

• The way the hosting chapter members and guests are to be checked in is by

initialing next to their name on the guest list. This helps to ensure guest list accuracy and is a good way to discern guests’ sobriety by asking them to sign their initials.

• Ensure that no guest of chapter member (or chapter member) is bringing in alcohol to the event. If alcohol is found, confiscate and dispose of the alcohol, and ensure that guest does not attend the event.

• 1 guard at each alcohol distribution point (should only be 1 distribution point); ensure

no hard alcohol is being served – beer and wine only

• 1 guard for every 100 attendees to rove and provide relief to other guards

• 1 guard for each bus (if buses are only making one trip to venue and from venue, we

can use those guards as the rovers. If buses are shuttling they have to stay with bus)

o Event without Alcohol – Consult with Campus Life staff overseeing event registration to

determine what guard staffing may be needed o If a hired security guard is concerned with a behavior, they should first communicate with the

Event Captain to address the situation. In the event that coordinating with the Event Captain or Responsible Contacts does not stop the issue, the hired security guard should contact staff at the off-campus venue.

o Monitor for intoxicated students getting on bus to event. Work with Event Captain to ensure

that intoxicated students do not attend the registered event, and receive the support they need on campus.

Section 6: Role of Campus Life staff holding the FSL Duty Phone

• At any point in time Thursday-Saturday during the evenings while registered social events are occurring,

the Campus Life staff member holding the duty phone may stop by campus and check in on how events


23

are proceeding. While on campus, points of contact for the Campus Life staff member should be the WUPD liaison to FSL events for the night, and Event Captains for chapters with registered events.

• If there is any issue with closing down an event (per above guidance in this document), WUPD may call the

FSL Duty phone to request support from CL staff member, who can contact chapter leadership if it is helpful to the situation.

• If WUPD has a question on whether or not an event should be shut down, they will consult with the

Campus Life staff member holding the duty phone.

• Chapter leadership should call the FSL duty phone if the following conditions are present at the event (rely on the “HHEALS” acronym):

o Physical Harm: hospital transports or serious injury o Mental Health: only fraternity house managers call for these incidents o Event Closing: event has been closed down to do policy or safety reasons

o Alarm: the fire alarm has gone off in an on-campus facility o Lockout: a member is locked out of their room o Structural Damage: significant and urgent damage to an on-campus facility (e.g., flooding, burst

pipe)

Section 7: Ending an On-Campus Event

All music should be shut off either at 1:15am or fifteen minutes prior to the scheduled ending time if event

ends before 1:30am. At that time, the Event Captain(s), Responsible Contacts, and hired security guards will

begin telling guests the event has concluded and mobilize everyone toward to the door. For registered mixers, all chapters’ Event Captains and Responsible Contacts must participate in this process. As guests are

departing, every effort should be made to ensure that guests get home safely. Departing guests are never obligated to leave the event with a member of the hosting organization(s). All guests should be off chapter premises/out of event space no later than 1:45am. The Event Captain(s) and Responsible Contacts

should make several rounds through the building to ensure all guests have departed, and that the building is

secure for the evening.

The following progression is to occur for on-campus events:

11:45pm: If outdoor amplification has been approved by Campus Life staff, Event Captain(s) should notify

Responsible Contacts that all outdoor amplification should be moved indoors by 12:00am.

1:15am: Event Captain should notify Responsible Contacts at 1:15am (or fifteen minutes prior to the scheduled ending time) that all indoor music should end within 15 minutes.

1:30am: Responsible Contacts should ensure that all music is off

1:30am: Event Captain(s), Responsible Contacts, and Security Guards will respectfully usher all guests to the

main exit.

1:45am: Event Captain(s) and Responsible Contacts will have completed their walk of the entire chapter facility/event space to ensure that all guests have departed safely.

The exterior area of the location where an event takes place must be free from any evidence to suggest an

event took place there by 8:00am on the day immediately following the event. If not, the chapter may face

disciplinary action. All trash is to be taken to dumpsters.


24

Part 7: Medical Amnesty

Student safety and risk management are priorities of paramount concern. To support these priorities, the University’s Medical Amnesty protocol applies to fraternity and sorority chapters as organizations, and is

implemented in the following way:

If a member or guest is in need of medical support at an on-campus chapter event, it is imperative

that the chapter take the initiative to call EST immediately. With the exception of the below detailed infractions, when a chapter member calls EST for a

student in need, violations that may result from the incident will not count towards the chapter’s status in relation to social, housing or chapter probation. This amnesty applies for the first two

incidents in a semester where EST is called by a chapter member, and the chapter violated policy during the incident. Following each of these incidents, the follow up intervention done with the

chapter would be solely educational in nature (i.e., no fines or steps towards social, housing or chapter probation). In the event that there is a third incident in which EST has been called, and policy was again violated, the chapter at that point has clearly demonstrated a pattern of high-risk

behavior. As a result, the chapter would then be subject to punitive sanctions such as social,

housing, or chapter probation and/or a monetary fine.

Medical Amnesty does not apply in cases where chapters eligible for protection from conduct sanctions commit violations characterized by the following:

● Causing physical harm

● Sexual assault or violence

● Property damage

● Distribution of drugs

● Hazing

● Other criminal activity

For reference, below is Washington University’s full Medical Amnesty and Active Bystander Protocol. Washington University in St. Louis Office of the Vice Chancellor for Student Affairs

Purpose

Washington University in St. Louis holds the safety and well-being of its students as essential to its mission.

The University recognizes that, in alcohol related emergencies, the potential for University disciplinary action could act as a barrier to students who want to seek medical assistance for themselves or others.


25

The Medical Amnesty and Active Bystander Protocol is designed to encourage students to seek medical care in an alcohol related emergency by reducing the potential barrier of University disciplinary consequences in

certain circumstances.

Protocol

Subject to the other provisions of this protocol and unless the University determines there are special circumstances, when a student seeks aid for an individual experiencing an alcohol-related emergency by contacting emergency services, such as the Emergency Support Team (EST), the patient and the individual(s) reporting the emergency will not be subject to disciplinary action in the form of University student conduct

sanctions for the presence, possession, or use of alcohol. However, in all incidents involving an alcohol related emergency, the student may be subject to University

student conduct sanctions for any other violation of the code of conduct.

Further, the student will be required to attend a wellness follow-up meeting with a University official and may

be subject to mandatory wellness measures to further support that student. These wellness measures are not punitive; they are educational and intended to help the student.

If an organization, such as a student group or a fraternity or sorority, is involved and representatives or members of that organization call on behalf of a distressed student, that organization will be exempt from

University disciplinary action, barring repeat offenses or other violations described below.

If a Washington University Police Department officer, Residential Life staff member, or other University official responds to an alcohol related emergency, they will first seek medical care for the patient before documenting any other information related to the incident. Throughout the entire incident, the patient’s

prompt assessment, treatment, and transport to an appropriate medical facility will remain the priority.

An individual student or student organization that repeatedly contacts or is treated by emergency services,

including EST, for alcohol-related emergencies may prompt further action from the University, and Medical Amnesty may not be extended.

Medical Amnesty applies both on and off campus. Students should note that this Medical Amnesty Protocol

does not govern the response of local law enforcement agencies, including their response to emergency incidents or pursuit of criminal charges.

Medical Amnesty does not apply in cases where any student or student group eligible for protection from

student conduct sanctions commits other violations, including but not limited to: ● Causing physical harm

● Sexual assault or violence

● Property damage

● Distribution of drugs

● Hazing

● Other criminal activity

Effective: May 11, 2015 Protocol adapted from similar guidelines at Georgetown University.


26

Part 8: Fire and Electrical Rules

For all on-campus events, the following form must be signed by the hosting organization(s)’ social chair(s) and house manager (when the event is held in an on-campus chapter facility). The form must be attached to the chapter’s WUGO Registration Form.

Fraternities and sororities will follow precautions listed in the Social Event Fire & Electrical Rules to ensure

your group’s safety, the safety of guests and University property.

Fire Rules:

(1) Smoking WILL NOT be permitted in the building per University policy. (2) Open flames, (candles, and incenses) fireworks, lanterns or bottled gas (including propane) WILL

NOT be allowed.

(3) Oil-based paints, stains and any flammable spray material WILL NOT be used. This includes foam materials in pressurized cans.

(4) Decorations and furnishings of an explosive or highly flammable character WILL NOT be used. a) Decorations and furnishings fire-retardant coatings shall be maintained so as to retain

effectiveness under actual use.

b) Curtains, draperies, hangings and other decorative materials suspended from walls or ceilings shall be flame resistant and have paperwork showing fire retardation rating. Paperwork to

show retardation must be submitted to the Assistant Director of Fraternity/Sorority Life with submission of this form.

c) Failure to submit paperwork may result in building closure until the material is proven to be

fire-retardant or removed if not. In addition, it may be necessary to pass a physical fireproof

inspection conducted by the University Environmental Health & Safety Office or the Clayton Fire Marshall.

d) Even though the buildings are sprinkled, decorations must be fire resistant. Decorations are recommended to not cover more that 10% of the walls. If the event has more than 10% of the walls covered, the Assistant Director for Fraternity/Sorority Life needs to be informed at the

time of submission of the is form and approve the exception.

e) Following are examples of materials that are prohibited from use: Straw, trees, branches, muslin, garbage bags, paper-mache products, plastic products and any tenting material that is not accompanied by paperwork showing fire retardation rating.

(5) Decorations and furnishings will only be allowed in “common” areas of the building and not individual living quarters.

(6) Decorations and furnishings WILL NOT be allowed in any exit/access corridor or stairway, nor will

they obstruct the visibility thereof. (7) Decorations and furnishings WILL NOT obstruct any exit/access door to the building (interior or

exterior).

(8) Decoration and furnishings WILL NOT cover or block any exit/egress doors, lights, exit-light, fire extinguisher, fire alarm pull stations, smoke detector or sprinkler head.

(9) Ceiling tiles WILL NOT be removed, penetrated or altered from their original position on the ceiling.

(10) Smoke making or producing machines WILL NOT be used in the building.


27

(11) Automatic Sprinkler systems or their sprinkler heads WILL NOT be covered, used to hang items from, or tampered with in any manner so that they will not activate or work properly in the event of

a fire.

(12) Fire Alarm Pull Stations and Detection systems WILL NOT be tampered with, disarmed, or disabled so that they will not activate in the event of fire or smoke.

(13) Smoke Detection systems WILL NOT be tampered with, disarmed, or disabled so that they will not activate in the event of smoke in the building.

(14) Fire rated doors in the building will not be held or propped open in any fashion that will not allow them to close automatically in the event of a fire.

(15) Occupancy of events on campus is 150 guests, including membership of the hosting organization.

Electrical Rules:

(1) Industrial 3-pronged extension cords MAY BE USED TEMPORARILY (the event only) on the interior or

exterior of the building. Power strips with surge protection are recommended for indoor use only.

Extension cords must have the proper wire gauge to carry the amperage load. Ground fault interrupter should be used.

(2) If additional lighting is to be used during a party it must be installed by either University Maintenance or a

contracted and certified electrician. A document to show who installed the wiring must be available at the site of the social event.

(3) Lights and emergency lighting WILL NOT be replaced with blue or black lights.

I HAVE READ, UNDERSTAND AND WILL ENSURE COMPLIANCE WITH THE SOCIAL EVENT FIRE & ELECTRICAL RULES.

CHAPTER: ___________________ DATE OF EVENT: _____________________

SOCIAL CHAIR (2 if event is a mixer) ___________________________ DATE: ___________________ ___________________________ DATE: ___________________

HOUSE MANAGER (If the event is in a chapter facility) ______________________ DATE: ___________________

Updated 1/7/15

Part 9: Power Dynamic Mitigation

Created by the FSL Social Event Management Advisor Board, these expectations work to mitigate existing power dynamics connected to FSL social events. While Campus Life and the Social Event Management Advisory Board have not developed a formal accountability structure for these expectations, both entities

currently promote all of the below sections (Note: as stated on page 2 of this policy, some of the points within this part are Campus Life requirements, which are denoted in bold font).

Goals of Expectations:


28

• Equitable Event captain and Responsible Contact partnership between sorority and fraternity members

• Equal event ownership between sororities and fraternities

• Better training on Power Dynamics for Event Captains Section 1: Recorded House Tours

• Part of the power dynamic connected to IFC fraternity houses comes from their differing structures. Some houses are confusing to navigate, consisting of multiple stairwells, suites, and small hallways.

The nature of these buildings can create concerns for guests as they do not know how to get around the house, thus they must rely on fraternity members to escort them.

• IFC fraternities should create a video that guides guests through their house. Showing them the

entrance and exit, bathrooms, and how to exit places that people may get lost in. This video should be

sent out to all FSL community members, and posted on the Campus Life website, so that it can be

viewed by guests before entering the house. Each chapter should have a month to complete this video

from the start of the semester.

Section 2: Social Event Committees

• Many if not all IFC chapters have a social committee that is in charge of tasks related to hosting an

event such as: setting up, deciding themes, and buying decorations. It is encouraged that all sorority

and fraternity organizations create a committee of this nature, so that fraternity organizations are not the only groups with autonomy over the above-mentioned aspects of party planning.

o In order to create a sense of communal ownership of an event, the committees hosting the

event should coordinate in order to put on the event. This coordination will include the setup of the event and all planning before the event takes place. The organization whose house the

event is at is responsible for cleanup, as having guests stay after the event could be

uncomfortable for them. Section 3: Non-IFC Responsible Contacts at IFC Chapter Invite Events

• At IFC Fraternity Invite Events: Trained WPA sorority or Alpha Psi Lambda Event Captains may attend

fraternity invite events and act as Responsible Contacts (as available) for anyone who feels more comfortable talking to or being helped by a peer who is not an IFC fraternity member.

Section 4: Reporting Form Distribution

• After the conclusion of an event, a communication (email, GROUPME, Facebook event page post, etc.)

can be sent by the hosting chapter(s) out to all people who attended the event (both hosting chapter members and guests) that provides links to the following:

o RSVP Center Anonymous Reporting form: https://rsvpcenter.wustl.edu/report-form/

o Student Conduct Incident Reporting form: https://studentconduct.wustl.edu/student-conduct/public-reporting-form/

o Bias Report and Support System form: https://diversityinclusion.wustl.edu/brss/

https://rsvpcenter.wustl.edu/report-form/

https://studentconduct.wustl.edu/student-conduct/public-reporting-form/

https://studentconduct.wustl.edu/student-conduct/public-reporting-form/

https://diversityinclusion.wustl.edu/brss/


29

These forms are avenues and resources to report instances of misconduct from either members of the hosting chapter(s) or guests.

Section 5: Plus One protocol

• In the situation of an Invite Party where host chapter members have more than 1 guest (meaning that this does not apply to date parties, semi-formals, or formals), an invitee to the event can bring a “plus one” provided that 72 hours before the event they send the required information (name of the “plus one”) to the chapter that is hosting the Invite Party. These two people would have to enter the event

at the same time. o Reason for this recommended protocol: Guests may feel more comfortable if they are able to

go to an invite event with people they know (if they do not already know many people in the

hosting IFC chapter) Section 6: An additional Event Captain workshop about power dynamics

• Adding to the current Event Captain training, Event Captains would be required to attend a workshop led by a trained staff/faculty/peer educator facilitator about the impact of power dynamics, what they look like, how they are informed by gender, and ways to negate power dynamics.

o Suggested exercises for this workshop include: a conversation about how women, LGBTQIA*

students, and students of color feel in fraternity houses verses how fraternity men, particularly white fraternity men, feel in their own houses, and a conversation about what fraternity

members do daily to stay safe verses what sorority members do daily to stay safe. Section 7: Space Lighting

• There must be well-lit event space that is equal to or larger than the any space in which lighting is dimmed.

Section 8: Informing Guests of Event Captains and Responsible Contacts

• As several chapters have already started to do, it is recommended to make sure that guests attending

chapter events are well aware of who the Event Captain(s) and Responsible Contacts are for the event they are attending. This can be achieved in a few ways:

o Messaging guests before event with names, photos, and cell phone numbers of ECs and RCs*

o Posting fliers/posters in highly visible areas around the event space/location that provide names, photos, and cell phone numbers of ECs and RCs*

o ECs following the policy expectation of ALWAYS wearing their Event Captain shirt when

they are the EC for that event

* ECs and RCs do not have to have their phone numbers posted or sent out if they are not comfortable having that information shared

Part 10: Out of Town Formals


30

Hosting an out of town formal is a privilege that comes with the below recommendations created in partnership between the FSL Social Event Management Advisory Board and Campus Life. These expectations

exist to create an out of town formals culture that promotes equity and effective risk management for

members and guests alike (Note: as stated on page 2 of this policy, many of the points within this part are Campus Life requirements, which are denoted in bold font).

• The chapter’s (inter)national headquarters must allow out of town events that are as far away as the destination the chapter is planning to attend

• No chapter may schedule an out of town formal the weekend of Relay for Life (April 5-7, 2019)

• Chapters wishing to host an out of town formal will officially schedule their weekend at the conclusion of the Social Event Draft at the beginning of the semester

• The hosting chapter must register the formal two weeks prior to the event through WUGO, and abide by all Campus Life travel policy expectations.

• Chapters hosting an out of town formal must have their chapter leader organizing the formal, as well as their President and Risk Manager, attend an out of town formals training that is

scheduled within the first two months of the semester. Additionally, the chapter leader

organizing the formal must attend a roundtable addressing community expectations on out of town IFC formals, and complete the agreed up action items from that roundtable meeting.

o The host chapter’s organizing member, President, and Risk Manager are expected to

communicate information from this training to all members of their chapter

• Each hosting chapter is encouraged to offer every guest the following: o The option of staying in a different room than the chapter member who invited them. o The hosting chapter works with their hotel to have 1 non-guest room space available that

guests can use as needed. The hotel front desk may be given a list of non-chapter member guests; non-chapter member guests may be authorized to access the room.

o The option of the guest paying for their own formal costs

o The option of the guest providing their cell phone number to be used in a guests-only messaging application (e.g., GROUPME) during the out of town formal. This will allow non-chapter member guests to stay connected during the formal.

▪ The hosting chapter would appoint one guest as the organizer of this messaging system.

o Ensure that each host has met their guest prior to the formal

o Each guest should provide their preference information (i.e., rooming with or separate from

host, wanting to pay their own formal costs, providing cell phone to be used in guests-only messaging application) via a consistent form used by all chapters hosting out of town formals; form may be created by the Social Event Management Advisory Board, with Campus

Life approval

• Guest lists must be submitted to Campus Life two weeks before the formal; this list will include

the host of each guest.

o The chapter’s guest list, including hosts, will be shared by Campus Life with all guests and hosts. This will allow all attending the formal to know who will be present.

▪ In the above-mentioned guest form, the option will be provided for guests to not

have their information provided on the list that will go out to all hosts and guests

• Each out of town formal will required the following risk management team:

o 2 Event Captains from the hosting chapter o 6 Responsible Contacts from the hosting chapter


31

o All Event Captain and Responsible Contact expectations for off-campus events apply (see Part 6 of this policy)

• The venue hosting the formal must sign and agree to the Campus Life venue agreement

• All Off-Campus event requirements detailed in Part 1 of this policy apply, with the exception of hired security NOT being required for out of town formals

• The Campus Life Travel policy for all student groups must be followed by chapters hosting out

of town formals; Campus Life travel policy available at campuslife.wustl.edu.

Appendix A: Washington University Fraternity & Sorority Life Spring 2019

Social Chair Event Registration Agreement

Name (please print): ___________________________________________________________

Chapter: _____________________________________________________________________

By signing below, I acknowledge my understanding that:

o I may only register social events for the dates and event types (on or off campus) that my chapter has

reserved on the Social Event Calendar

o I must register the event on WUGO no later than 11:59pm on the Sunday preceding the event for:

o Dry On-Campus Invite Event

o Dry On-Campus Mixer


32

o Dry On-Campus Sisterhood/Brotherhood Event

o I must register the event on WUGO no later than 11:59pm two Sundays preceding the event for:

o On-Campus Invite Event with Alcohol

o On-Campus Mixer with Alcohol

o On-Campus Sisterhood/Brotherhood Event with Alcohol

o Dry Off-Campus Event

o Off-Campus Event with Alcohol

o I may submit on WUGO (and must do so by the deadline) even if I do not have all necessary documents,

but all of the necessary documents are due via email no later than 48 hours in advance for Thursday and

Friday events and no later than Thursday at noon for Saturday events

o It is my responsibility to ensure that I send in all necessary documents. Campus Life staff may contact me

to confirm what documents are missing, but it is ultimately up to me to keep track of what I need for my

event.

o My chapter’s events are subject to cancellation if I do not submit my WUGO form on time OR if I

do not send in all necessary documents by the deadline

o Unregistered events will be addressed with a monetary fine of $250 and/or a period of social probation

Signature: __________________________________________________ Date: ____________

fraternity/sorority life social event management policy

Documents